Are you planning an event and have no idea on how to source furniture? You may think of buying furniture, but then events happen occasionally and that would mean spending more. Well, when you’re in such a situation, the best thing to do is to rent event furniture.
Event furniture rentals allow you to use their furniture for a few hours instead of buying them. If it’s your first time doing it, you may make some avoidable blunders. That is why we have put together some tips to help you when renting event furniture.
Let’s dive in.
1. Have a First Hand Experience with the Furniture
The type of inventory a renting company stocks is very crucial in your process of evaluation. It determines whether you’ll hire the right type of furniture specific for your event. If you order the furniture without having a first feel, it might ruin your plans. This is because the furniture might not rhyme with the interior design of your venue or might be the wrong type.
Therefore, a sure way of ensuring that you are not disappointed on the last date is to give the company’s showroom a visit. Check their inventory and take photos for further reference if you like. If you cannot locate the company’s physical address, check their social media pages. That is where you will find the latest photos of the available inventory, and then contact them to confirm.
2. Inquire about the Venue’s Rules on Rental Furniture
Different venues have different rules regarding rented furniture. Therefore, it is important to consult the management of the venue and get to know what rules they have in place before the event.
While some venues may allow your rented furniture to stay past midnight, others, especially busy venues, might require you to vacate the premises before dawn. Additionally, some venues might require that only the quoted number of individuals should attend the event. Hence, you will have to get all the details right to avoid mistakes.
3. Find an Expert to Help Setup the Furniture
Although some venues have special staff that helps in assembling and setup of the furniture, others do not and might charge an additional fee for the same, or require you to come with your own personnel. It is therefore vital to ask the furniture rental furniture company whether they provide such services (some offer it as an extra service).
In case the company does not offer the setup service, you will have to get volunteers from your own crew to take up the work. To make the whole thing easier, pick a company that offers all the services from furniture setup to interior design.
4. How Much Furniture do you need?
Estimating the exact number of furniture that you will need for the event might prove difficult. The simplest criterion for calculating the number of furniture suitable for the event is to take into consideration the venue capacity and the number of attendees.
Moreover, it is important to take note of the age group of the attending audience. A young audience might not require so many seats as they might always be standing to light up the event, interacting with their peers in the process. An elderly audience, on the other hand, will need enough seats as they might require sitting and enjoying the event all at a go.
5. Find a Venue Guardian for the Rental Furniture
A venue guardian will ensure that the furniture is of the correct number during the delivery and pickup. This will help avoid incurring extra expenses that had not been planned for, and ensure adherence to the rental terms and policies.
The venue guardian also takes charge to ensure that the rented furniture are not damaged. In an event, physical damage to property is quite common so getting someone to take charge helps reduce it.
6. What Kind of Furniture are you Looking For?
When planning for an event, many options run through your mind. Should you include stools and low tables? Is there a need for chairs, and should they be rounded, flat, rigid or flexible? Well, the best answer to the above depends on the nature of your event, and it might include all the above options, exclude some or necessitate others.
A perfect selection of varying lengths and sizes will therefore depend on the kind of event to be held. To give your audience a more comfortable feel, couch rentals will help you choose the right couches for your event.
7. Consider the Event Venue
Knowing how your venue is laid out will give you more information on whether the process of setup and delivery will require a skilled taskforce or not. For example, is the venue is located in a storey building that will necessitate the use of a lift?
Also, you should inquire about the distance from the delivery truck to the venue to help your transportation team make early preparations. With this information on your fingertips, you will be able to budget appropriately for any extra expenses. To avoid problems, here are some things to look at when choosing an event venue.
8. Bringing Together an Integrated Look
The beauty of an event will be determined by how complementary each aspect of the event is, ranging from matching cocktail attires to a great interior design. Talking about having an integrated look, one of the factors you should consider is your theme. You might want to create a theme that portrays your company colours or your vision.
The rental company you’re working with can help you ensure that the furniture looks right. For instance, there are some table rentals which will customize tables (for example by dressing them up) to make them blend in with the rest of the items in the event venue.
Finding event furniture can be quite difficult if you don’t know how to go about it. You may end up making losses or even postponing the event. If you follow the tips discussed in this post, you should be able to effortlessly find the right furniture and make your event a success.